A document in another language should be sent for preliminary assessment before a notary appointment is booked. The notary needs to understand the requested act, while the person signing needs to understand the document and its significance. Translation and interpreting arrangements can affect what is required. Raising those questions early is more useful than arriving with a document and expecting an immediate signature and seal.
Send every language version
Provide the full document, any English version and the recipient's instructions. Explain who prepared each version and whether a professional translation is already available. The handbook's dedicated foreign-language paper warns that bilingual versions should not automatically be assumed equivalent or reliable. [N6] A page containing English text does not eliminate the need to assess the complete instrument and requested certificate.
Tell the notary which languages you read and speak, and whether you have questions about the document. If another professional overseas is advising you, ask them to explain any substantive legal issues before the appointment. Keep their contact details with the instructions so uncertainty about the required form can be raised with the appropriate person.
Discuss translation requirements
The necessary arrangements depend on the document and the act requested. Ask the notary what translation material is needed and whether a suitably qualified translator should be engaged. The dedicated training paper stresses understanding the nature and contents of the document and cautions against completing a notarial certificate in a language the notary does not understand. [N6]
Do not assume that a machine translation, informal family summary or unexplained English attachment will be sufficient. Provide what you have for assessment and allow time to obtain further assistance if required. The purpose is to establish a reliable basis for the work, not merely to attach an English page that appears to solve the language issue.
Distinguish translation from interpreting
A written translation addresses the document's text. An interpreter may be needed to support communication at the appointment. Discuss both questions where relevant, including the language or dialect involved. The handbook addresses the importance of understanding and competent language assistance in notarial work. [N6] Ask about the proposed arrangements before inviting a friend or relative to fulfil that role.
For example, a person may be comfortable speaking conversational English but need assistance discussing a detailed authority. Conversely, they may understand the foreign document while the notary needs a reliable translation to assess the requested act. Explain the circumstances openly so the arrangements reflect the actual needs of the appointment.
Confirm the overseas requirement
Ask the recipient whether it requires the original language document, the translation, a particular certificate or additional legalisation. A power of attorney or other instrument may require a form that cannot be replaced by a simple signature certificate. [N5] The notary and overseas adviser may need to clarify that point before work proceeds.
Call Ardian Law on 02 8111 7700 to discuss the language, destination and type of document. Provide the complete versions and instructions for review so translation, identification and appointment requirements can be considered before a signing date is agreed.